Administrative Coordinator III

Rochester, NY

POSITION SUMMARY:

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for the University Dental Faculty Group senior leadership. Is responsible for considerable departmental administrative functions and duties requiring extensive knowledge and experience with University policies and internal Faculty Practice policies and procedures. Provides support to the Director of the University Dental Faculty Group, Senior Administrator and Operations Administrator. Is responsible for assignment and the review of the day-to-day clerical operations.

SUPERVISION AND DIRECTION RECEIVED :

Receives minimum direction from Director, Sr. Administrator and Operations Administrator for the University Dental Faculty Group.

TYPICAL DUTIES :

  1. Provides administrative assistance to the Director, Sr. Administrator and Operations Administrator: initiates paperwork for incoming faculty for insurance participation, coordinates meetings, assists with the yearly review of the UDFG fee schedule, compiles information on faculty time-off requests, assists with UDFG marketing efforts throughout the year, assembles information for and assists in preparation of budget requests, runs monthly hygiene recall postcard reports. 15%

  2. Queries routine and ad hoc report requests for Director and Sr. Administrator required for daily and monthly management and reconciliations of departmental expenses and other routine and non-routine purposes. 15%

  3. Anticipates the needs of senior leadership based upon knowledge and expertise in practice management. Position has frequent contact with Director, Sr. Administrator, Operations Administrator along with other administrative staff. 5%

  4. Responsible for reconciling all daily deposits from front end staff for both Clinton Crossings locations. Includes daily monitoring of front end collection percentages, missing charge reports and meets regularly with Operations Administrator to review monitoring to ensure top performance. 10%

  5. Responsible for receiving, reviewing and coordinating payment paperwork for all dental lab vendors, professional expense reimbursements, continuing education, conference registrations, petty cash reimbursements, and capital purchases. Maintains files on individual faculty expenses, vendor files and anticipates updates to all blanket purchase orders. 15%

  6. Coordinates the placement and tracking of all orders for janitorial supplies, print materials (business cards, envelopes, stationary, marketing materials, etc.) and office supplies for both Clinton Crossings locations. Maintains corresponding files. 10%

  7. Official Timekeeper for University Dental Faculty Group. Collects timesheets and approved time-off requests. Maintains all payroll files. 5%

  8. Performs secretarial duties including; the sorting and routing of mail, edits and completes transcription and dictation of Oral & Maxillofacial surgeons sending correspondence to referring providers and entering draft progress notes into EHR. 10%

  9. Serves as departmental receptionist. Frequently composes communications on departmental concerns as directed by senior leadership and drafts important and confidential correspondence. Maintains department files, arranges travel and accommodations. 5%

  10. Assists in arrangements for faculty, staff and administrative meetings; prepares and distributes agenda, reserves meeting place, etc. Types summary or verbatim transcripts of administrative meetings. Occasionally serves as recording secretary at meetings; prepares and types minutes. 5%

  11. Performs other related duties. 5%

QUALIFICATIONS :

Education: 2 years of post-high school education in secretarial studies or the equivalent.

Experience: At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation.

OR a combination of formal training and experience equivalent to the above.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $18.10 - $25.35 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Eastman Dental Center
Full/Part Time: Part-Time
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